Skip to main content

Writing a Mail

  • Open a new mail

    Mails or emails can be called up from the context of an event, an account or many other records. In this case, some details such as the recipient may already be prefilled. However, a mail can also be created out of context and later linked to other records.

    1. Go to the Briefe Communications tab on the function bar.
    2. Click on the dropdown triangle next to Briefeexpand Mail/Email, and select neu New and your company, if applicable.
    3. When writing a mail from other records, click on neu New > Briefe Mail in the toolbar of the event, appointment, account etc.
    4. The textformat Text tab of the email will open.
    5. Any new communication defaults to the medium Brief Mail, unless a preference for email communication has been specified for the linked account or contact person.
  • Use a mail template

    Many emails have the same structure or even the same wording. For these cases, we recommend using mail templates, which users with administrative rights can create on the tab Vorlagen Templates > Briefvorlagen Text templates. Changes to a letter based on a template only affect this one letter. The template remains unchanged.

    1. The use of text templates is encouraged by a picklist of available templates which is displayed whenever a new mail is created. That option can be discarded by selecting Ausgeblendente Meldungen Do not show again in the toolbar of the template window. This is a user setting and will not affect other users.
    2. Reverse that decision by going to the icon optionen Options tab, then select > Ausgeblendente Meldungen Hidden Messages > User settings > Emails: Skip template selection for new emails > delete Restore default.
    3. To apply only the standard signature of your business or company but not a text template, click on arrowRight No template in the left-hand corner of the toolbar.
    4. Alternatively, open the list of templates directly by clicking on Briefe Mail > Briefvorlagen New from template.
    5. Insert a template into an open mail at a later stage by double-clicking Briefvorlagen Text template in the toolbar of the Text tab or by pressing F4.
    6. Enter the template code and confirm by clicking OK.
    7. If you do not know the template code, click on Briefvorlagenexpand Text template > Liste Select from list to open a list of all available text templates.
    8. Select the template you want by double-clicking or click and ok Confirm.
    9. Suitable templates are automatically suggested for mails that are opened in the context of an event or another record.
    10. save Save your changes.
  • Enter a recipient

    Existing accounts or contact persons can be selected as recipients. If a name does not yet exist in the database, a new account can be created on-the-fly from within the mail.

    1. Enter the name or the first few letters of the name in the input field Adresse Recipient and press Enter, or click on the Account icon.
      Note: Both options lead to the Accounts/Contacts "Search terms" field and will search numerous fields such as name, city, street, etc. The more letters you enter, the more accurate the search result will be. A combination of search terms (for name, city etc.) will also narrow down the search.
    2. A list of all matching accounts will open. The search is phonetic (German only), so it will also find names that sound similar but are spelt differently.
      Example: The search for "Kon" will return Koning, Gonzales, Conway.
    3. To find accounts that do not begin with the entered letter sequence, enter *Name .
      Example: The search for "*myer" will return Fitzmyer, Newmyer and Oldemayer.
    4. Select the account you want by double-click, or select and ok Confirm.
    5. Select a contact person from the drop-down menu below the company name if applicable.
    6. Enter a name and press Enter to create a new account.
      1. If no such name is to be found in the database, select New account when prompted (Creating a new account).
      2. If similar names are offered for selection, do not select any of them, but click on neu New in the toolbar to create the new account.
    7. If a mail is opened from another record (event, etc.), suitable accounts (organiser, delivery address, supplier etc.) will be offered for selection depending on the context. However, these can still be switched in the mail itself.
  • Specify a data use purpose

    To comply with GDPR requirements, you must specify the purpose of the use of personal data (address data) in all correspondence.

    1. In many text templates, the data use purpose is already preset but editable. Accounts can also have a default data use purpose.
    2. To specify a new or different data use purpose, select it from the drop-down list in the toolbar. Data use purposes are created exclusively on the Administration Administration tab by users with administrative rights.

    Note: When sending bulk emails, the system checks whether the processing purpose of the text template matches the processing purpose recorded in the recipient's account. Additional recipients (i.e. Cc or Bcc) are not checked, as the purpose here usually differs from the standard.

  • Enter a subject

    The subject corresponds to the name of the mail under which it is found in lists and search queries. Depending on the mail template used, it may also be listed in the mail itself.

    1. If you create a mail from another record or if you use a template, the subject is often already prefilled.
    2. Enter a custom subject in the input field or select an entry from the expandable picklist. Add new, frequently used subject texts by clicking on Edit list.
    3. save Save the new mail under the recipient account.
  • Enter the body text

    The input area for the mail itself is in the bottom half of the window on the Text tab. If you are not using a template, enter your text here. Maximise the view by clicking on Uebersicht Enlarge input field at the top right-hand corner of the Text tab to hide the recipient details or by clicking on the Expand Top  expand triangle in the top left-hand corner of the toolbar to collapse the entire toolbar including the formatting options.

    1. Go to the Briefe Text tab.
    2. Enter your mail text, copy text from other documents or edit the template as needed.
    3. Format the text if necessary. In the toolbar, find the usual tools for formatting text and inserting style sheets, bookmarks, references, etc.
    4. save Save your changes.
  • Check the spelling

    A spell check is available for text fields and text documents (mail, data sheets). Go to the Administration Aministration tab and select Administration Settings > betrieb Company > Einrichtung Settings > Languages > Dictionary.

    1. An automatic spell check is activated by default for all text fields, but can be deactivated in the icon optionen Options tab on the function bar under icon optionen Settings. If the cursor is positioned in a text field, all words that are not in the dictionary are marked with a red dotted line during automatic checking. A manual spell check is still available if the automatic check has been deactivated.
    2. Open the text document (mail, email) you want to check and position the cursor in the document or text field.
      Note: Spell check is not possible in either the preview or the HTML view.
    3. Press F7 or click on Rechtschreibung Pruefen Spell check.
    4. Alternatively, right-click on the word in question and select Rechtschreibung Pruefen Spelling.
    5. The words that are not in the linked dictionary are displayed one after the other in the dialogue window.
      1. If the word is correct, click on Learn to add the word to the dictionary.
      2. If the word is misspelt, double-click to select one of the suggested spelling versions or enter your own and click Replace or Always replace.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert database references

    Any data contained in the Bp event database can be referenced in mail texts, depending on which other records (accounts, events) the mail is linked to.

    1. Click on Datenbankfeld Insert database references in the toolbar to insert existing data from any of the available tables.
    2. Select the table you want to open a list of fixed and calculated fields or all available database references.
    3. Insert programmed or calculated kontext Fields by left-click. Multi-selection is not available.
    4. Select other fields from the picklist by left-clicking (hold down the Ctrl key for multi-select), then ok Confirm.
    5. save Save your changes.

    When the database entries referenced in the mail are changed, these changes will also affect the mail. Make a conscious decision on if and when to apply changes to your mails.

    1. Activate the Refresh references option below the subject line to update any referenced data on opening a saved mail.
      Example: A mail has been drafted but remains unsent awaiting approval. In the meantime, a phone number is changed in the master data. When the mail is opened again for printing, the new number will appear.
    2. Untick Refresh references if you want to break the link to the original record and keep the values as they are. Make sure to break the links before sending the mail, so that subsequent changes in the database do not affect the integrity of sent documents.
      Example: A quote is sent. The quoted prices need to stand even if the master data prices are changed subsequently.
    3. save Save your changes.
  • Insert Branded Prints lists

    The option of inserting lists/reports generated on the basis of the Branded Prints module is available exclusively for mail generated from events. An additional toolbar will appear in the Briefe Text tab of the mail, which allows for inserting Branded Prints lists based on a specific event segmentM.

    1. Open an VA event.
    2. Click on Neu Aus New in the toolbar and select Briefe Mail and a vorlage brief Mail template.
    3. Left-click to place the cursor in a certain position in the text.
    4. Go to the Briefe Text tab and select the event or event day from the drop-down list.
    5. Left-click Angebotgen Liste Branded Prints lists to open a list of the available tables and lists.
    6. Select the Segment you want and, if applicable, linked lists.
    7. The lists are inserted at the cursor position.
  • Highlight text graphically

    There are several options in the toolbar to visually highlight text that is not already specially formatted in the template.

    1. Select the text by left-clicking and holding down the mouse button, then select in the toolbar:
      1. Textmarker gelb Background colour: highlights the text with a yellow, green, red or blue background, custom colours are available.
      2. Farbe Font colour, background colour and text effects: offers further options for text formatting such as font colour and font style
    2. Copy an existing style from one word or paragraph to another:
      1. Select a word or paragraph that is already formatted.
      2. Click on the dropdown triangle next to copyFormatexpand Styles and select Copy styles.
      3. Then select the text to which the format is to be transferred and click on copyFormatexpand > zwischenablage Apply styles (text or paragraph styles as well as tab settings).
    3. save Save your changes.
  • Insert images

    Images from various sources can be inserted into the mail.

    1. Bild in Verlauf Insert image in text or Bild auf Seite Insert image on page by clicking on the expand triangle next to Bildexpand Image in the toolbar.
      1. Select <attribute not present> Insert image in text if you want to link the image to a specific text passage.
      2. Select <attribute not present> Insert image on page if you want to place the image in a specific position on the page.
    2. Search for the image you want.
      1. Select import festplatte Load from hard drive if the image is stored externally. The Explorer window will open, double-click the image you want.
      2. Select zwischenablage Load from clipboard if you have previously copied an image. Alternatively, use the Ctrl+V hotkey.
      3. Select Insert image and the filing location of the image for any images filed under other database records.
      4. For images from a connected camera, select Insert Image > scanner Integrated Camera.
    3. Bildoptimierer Optimise images for printing or filing if needed. Find further formatting options in the context menu of the image (right-click on the image).
    4. save Save your changes.
  • Replace images

    Images saved under Vorlagen Templates > Album Gallery can be replaced in the text document. Whether the image was inserted on the page or in the text flow makes no difference at this point.

    1. Select the image in the mail and right-click.
    2. Select Album Gallery > Album Replace. A list of all other images from the Gallery that have either the same category 1 or 2 will open.
    3. Left-click the new image. The format of the new image will automatically be adjusted.
    4. save Save your changes.
  • Insert a table of contents

    Insert a table of contents into long text documents such as quotes by first selecting all the headers and then creating an index with page numbers.

    1. Select the headers in the document and right-click (context menu), then inhaltsverzeichnis Add to table of contents and assign one of five Levels. Alternatively, assign the level by clicking on inhaltsverzeichnis Table of contents in the toolbar and selecting neu ToC entry > neu Level.
      Example: Tuesday, 1 March, Wednesday, 2 March, Thursday, 3 March -> Level 1; Schedule, Rooms, Cost estimate -> Level 2
    2. All inhaltsverzeichnis eintrag ToC entries are listed under inhaltsverzeichnisexpand Table of contents and can be edited there:
      1. suche Shown in document: The cursor jumps to the ToC entry that is highlighted in blue.
      2. edit Change text: Change the text both in the document and in the table of contents.
      3. inhaltsverzeichnis level Change level: Assign a different level in the ToC, visible after refresh.
      4. delete Remove: Remove the entry from the table of contents.
    3. When all texts have been selected, place the cursor at the point in the document where you want to insert the table of contents and click on inhaltsverzeichnis Table of Contents > Insert Table of Contents.
    4. Refresh the table of contents after making changes to the document by clicking on inhaltsverzeichnis Table of contents > inhaltsverzeichnis Refresh table of contents or seitennummer Refresh page numbers.
    5. The formatting of the table of contents should be defined in the template. Options for individual settings can be found under inhaltsverzeichnis Table of contents > Einrichtung Settings.
    6. save Save your changes.
  • Select the output settings

    Depending on the recipient or purpose of the mail, the use of different mailheads, paper types or printers might be indicated.

    1. Click on the dropdown triangle next to druckerexpand Print to open a list of  AusgabevorlagenOutput settings. Each output setting can have different watermarks, mailheads and printers.
    2. Go to the pdf PDF preview tab to see a preview of both text and stationary.
      Important: Do NOT print mails from the PDF preview, as they will then not be recognised as "Printed" or "Sent" in the database. The status "Draft" will remain unchanged and the mail will not have a sent date.
    3. save Save your changes.
  • Print the mail

    Print the mail by clicking print Print in the top toolbar of the record (not the lower toolbar of the text document).

    1. Select drucker Print or pdf PDF.
    2. The horizontal toolbar updates the status of the mail as well as the sent date and time.
  • Save the mail externally

    Save the mail in the format you want to a hard drive or data carrier. If necessary, go back to the Briefe Text tab.

    1. Click on export festplatte Save document to hard drive in the toolbar.
    2. Select the format you want. Your Explorer window will open.
    3. Select a filing location and confirm by clicking Save.
    4. The horizontal toolbar updates the status of the mail as well as the sent date and time.
    5. To save an already exported document again, just click on export festplatte. The format and filing location will remain unchanged.
  • Write a mail from within another record

    Mails can be created directly from existing Adresse Accounts or VA Event. The selected account or organiser address is automatically suggested as the recipient. However, this suggestion can be overwritten and changed.

    Write a mail from an Adresse Account

    1. Go to the Adresse Account toolbar and select Neu Ausexpand New > Briefe Mail, then select the account or contact person.
    2. Select a blank Briefe Mail or a vorlage brief Mail template.
    3. The mail is filed under the recipient's account on saving.

    Write a mail from an VA Event

    1. Go to the VA Event toolbar and select Neu Ausexpand New> Briefe Mail.
    2. Select either a blank neuexpand New> Briefe Mail or click directly on the Adresse Organiser name or Ansprechpartner Contact person and a vorlage brief Template.
    3. Alternatively, click on the icon of the Adresse Organiser account and on Briefe Mail.
    4. The mail is filed under the event and the recipient address on saving.